Professional Designation Fees Reimbursement

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Policy Number: HR 408 Policy Title: Professional Designation Fees Reimbursement 
Supersedes Existing Policy? Y Policy Owner: Vice-President, People and Culture 
Associated Procedure: Y Date Last Approved by the CET: Date October 25, 2022 
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1. Introduction and Purpose

Loyalist College is committed to applying consistent guidelines for eligibility for the reimbursement of professional designation fees. Professional designation fees are those required to maintain a designation associated with a profession or industry.

The purpose of this policy and procedure is to provide clear criteria of which professional dues and industry association fees qualify for reimbursement. The end goal is to enable consistent approval and reimbursement of these expenses across the College.

2. Application
  • This policy applies to all full-time employees within the Academic, Support or Administrative areas that are required to carry a professional designation/certificate as a condition of employment for their active position in the College, as supported and documented in their job description, in the job posting for which the employee applied, or as a requirement for teaching as part of an accredited program.
  • This policy does not apply to individuals on leave from the College unless on a human rights-based approved leave such as parental and maternal leaves.
  • This policy does not apply to individuals who are utilizing their professional certification for professional association membership for employment outside the College.
  • Exceptions involving reimbursement of professional fees in any other circumstance must be approved by the appropriate Senior Vice-President, Vice-President or Executive Director.
3. Definition

Professional Designation – titles that signal and certify that specific professional credentials have been satisfied as per the relevant professional body.

4. Policy Statement

Loyalist College recognizes the importance of job-related professional affiliations, especially where it is a statutory job requirement or a program accreditation requirement.

5. Eligibility

Fees for professional designations may be reimbursed by the College, payable upon proof of payment by the employee, when the designation is a legislated/statutory requirement and is a mandatory requirement of the position. These are included in job postings as a term of condition of hire, and typically need to be reviewed on an annual basis. It includes professional designations governed by professional bodies such as but not limited to: the Law Society of Upper Canada, College of Nurses of Ontario, Chartered Professional Accountants of Ontario, Human Resources Professional Association of Ontario, Project Management Institute, CPA Ontario and Professional Engineers of Ontario.

Where applicable the governing collective agreement addressing professional fees for unionized employees and contractual agreements with non-unionized employees will prevail.

6. Funding
  • All funds come from departmental and divisional budgets.
  • Requests for an advance of funds will not be permitted.